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The latest version of the Order Entry System menu from Legler Systems identifies 23 separate order entry (OE) computer procedures that can be run by the user, provided the user has access to these online procedures. Access control is specified in the User Control Record (DB08). Each OE user procedure corresponds to a separate computer program.
A sample Order Entry System menu screen is shown below and followed by a definition of each OE user procedure. When only the System-ID (e.g. "OE") is entered on any financial menu, the Order Entry System menu is displayed.
--------------------------------------------------------------------------- | ORDER ENTRY SYSTEM MENU (2011) 11-02-2011 11:25 | |===========================================================================| | | | No Procedure Name No Procedure Name | | -- ---------------------------- -- ------------------------------- | | 01 - Enter Customer Orders 11 - Enter Customer Master Records | | 02 - Update Order Status 12 - Print Confirmations Or Quotes | | 03 - Print Order Status Report 13 - Print Shipping Labels | | 04 - Prepare Orders For Invoicing 14 - Inquire Orders By Ship-To Name | | 05 - Print Customer Invoices 15 - Purge Old OE Records | | 06 - Print Product Master List 16 - Update Orders With Postage | | 07 - Print Sales Analysis Report 17 - Inquire Item History By Month | | 08 - Print Sales Tax Report 18 - Print Product History Report | | 09 - Enter Product Master Records 19 - Enter Bill-To and Ship-To Names | | 10 - Inquire Customer Order Status 92 - Redefine System Printer | | 94 - Search OE System | | 96 - Inquire Latest OE Changes | | 99 - End OE Menu | | | | Enter OE Procedure Number.......[ ] | | | |===========================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ---------------------------------------------------------------------------
Data entry procedure OE01 is used to enter detail information on each customer order identifying the items or products ordered. The Customer Order Record and Order Text Record contain other information, such as Ship-To name and address, if different than the customer address, order comments and PO number. The revenue account codes associated with the customer order is from the Product Master Record (OE09) or the Customer Master Record (OE11). Sub-order numbers are assigned by procedure OE01 to accommodate more than 10 items per sales order. Procedure OE01 can dynamically link to procedures AR01, OE09, OE19 and DB17 when function key F7 is pressed.
Update procedure OE02 is used to change the Order-Status code on multiple orders at one time. The Order-Status code can also be changed using procedure OE01. Computer procedure OE02 is optional.
Report procedure OE03 is used to print the Order Status Report of customer orders entered online for operator verification. Also, the Order Status Report (OE03) is used to balance to AR System reports.
Update procedure OE04 is used to combine multiple orders on a single customer invoice when printed by procedure OE05. If a customer invoice is to contain only one order, then procedure OE04 does not have to be executed.
Report procedure OE05 prints customer invoices on letter-size paper, including any state sales tax for mailing to the customer. Only, completed customer orders with an Order-Status code of 30 are processed by procedure OE05. Customer Invoice Records (AR02) are created at the time final customer invoices are printed and are added to the online database for subsequent processing by the Accounts Receivable System. Copies of the customer invoices (OE05) mailed to customers should be filed with the company's financial papers for audit control.
Report procedure OE06 prints the Product Master List identify all active or inactive products associated with an Item-Group code entered in online procedure OE09. The product description in the Product Master List (OE06) is from the Product Master Record (OE09) and also appears on customer invoices (OE05), order confirmations (OE12) and quotations (OE12). To manually lookup an item number, the Product Master List should be sorted by product name (Alpha-sort) or name initials.
Report procedure OE07 prints the Sales Analysis Report by customer for the current accounting period (YRMO) showing the profitability of each order. The gross margin (dollars and percent) is computed for each item ordered and is printed in the Sales Analysis Report (OE07).
Report procedure OE08 prints the Sales Tax Report by customer and county within the state documenting the total amount of state sales tax computed and printed on customer invoices by procedure OE05. The Sales Tax Report (OE08) provides the detail for preparing required quarterly reports to state agencies. The Sales Tax Report (OE08) should be filed with the company's financial papers for audit control.
Data entry procedure OE09 is used to enter a master record for each product or service that can be sold and appear on the customer's order and invoice. Each product or item must be assigned to an Item-Group code that is user defined. Computer procedure OE09 is the same as procedure IM09 in the Inventory Management System. Procedure OE09 can dynamically link to procedure DB17 when function key F7 is pressed.
Inquiry procedure OE10 display customer order information on the screen based upon parameters entered by the user, such as customer number. Computer procedure OE10 can be run at any time.
Data entry procedure OE11 is used to enter a master record for each customer the company does business with. A standard revenue account code can be defined for each customer. Computer procedure OE11 is the same as procedure AR01 in the Accounts Receivable System.
Report procedure OE12 prints order confirmations and customer quotations in a format suitable for mailing (letter-size paper). The Order-Status code is updated, so the same order confirmation notice is not printed again. Copies of the order confirmations (OE12) mailed to customers should be filed with the company's financial papers for audit control.
Report procedure OE13 prints shipping labels from the customer's address (OE11) or the Ship-To address (OE19) when mailing completed orders as a package. Special label forms are supported by procedure OE13.
Inquiry procedure OE14 searches customer orders for a matching Ship-To text entered by the user. Search results are displayed on the screen. The OE94 search procedure differs only in how the results are displayed. Computer procedure OE14 can be run at any time.
Update procedure OE15 purges old Customer Order Records (OE01) and old Product Master Records (OE09) from the online database and is infrequently run by supervisory personnel. A control report (OE15) is printed to document the number of records deleted from the OE System.
Update procedure OE16 updates customer orders with the postage and shipping costs before printing customer invoices by procedure OE05. Computer procedure OE16 is optional.
Inquiry procedure OE17 displays a window showing the total product sales by month for the last 5 years for a product or customer. Procedure OE17 can be executed at any time to display customer order history.
Report procedure OE18 prints the Product History Report showing product sales, dollars or quantity, for the last 10 years or 10 months for each item ordered. Inflation adjusted sales can be shown in the Product History Report (OE18).
Data entry procedure OE19 is used to enter Bill-To names with a List code of "BT" and Ship-To names with a List code of "ST" associated with a customer number. Ship-To and Bill-To names are stored as Name Address Records (ML01), the same format used by the Mailing List System. Bill-To names and Ship-To names can appear on customer orders (OE01). Procedure OE19 can dynamically link to procedures AR01 and DB17 when function key F7 is pressed.
Redefine system printer procedure OE92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure OE92 is the same for all accounting modules. Computer procedure OE92 can be done at any time.
Search procedure OE94 is used to search the OE System for any dollar amount, code value text in the last x months and display a window of the search results. The computer program associated with procedure OE94 is the same for all accounting modules. This OE user procedure can be started at any time to lookup any customer order information.
Inquiry procedure OE96 displays a list of the latest Customer Order Records (OE01), Customer Master Records (OE11) or Product Master Records (OE09) in descending chronological sequence by date and time. The computer program associated with procedure OE96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes in the OE System.
Exit procedure OE99 closes the Order Entry System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, such as AR01, rather than OE99.
These order entry accounting procedures can be started at any time from any financial menu by entering the System-ID of "OE" plus a 2-digit procedure number.
For additional information on the OE software, please e-mail Bill Legler in the SF Bay Area, California or go to the Order Entry System main page.